Status assignment to process steps

Users with the Entity Accountant role can change the status of the entity process steps, from Open to Submitted only, in these ways:

  • On the cards that represent the entity process steps. Click the three-dot icon on a card and then click Submit or, in the case of the Intercompany Matching step if the entity-intercompany transactions have not been fully reconciled, Submit (with Warning).
  • On the Status Monitor tab. To change the status of a single entity process step, click the relevant cell and select Submitted or Submitted (with Warning). The latter option is available only for the Intercompany Matching step if the entity-intercompany transactions have not been fully reconciled. To change the status of multiple entity process steps, select entities for which to change the status, click Change Status, and specify the required information.

Users of the group accountant role can change statuses of the entity and group process steps on the Status Monitor tab. They can also change the status of the entity process steps from Open to Submitted on the cards that represent those steps.

Group accountants can change any status on the Status Monitor tab. They can change status in either direction, from Closed to Open or from Open to Closed, for example.

An entity process step can have these statuses, in this order:

  1. Not started
  2. Open
  3. Submitted or, in the case of the Intercompany Matching step if the entity-intercompany transactions have not been fully reconciled, Submitted (with Warning)
  4. Closed or, in the case of the Intercompany Matching step if the entity-intercompany transactions have not been fully reconciled, Closed (with Warning)

A group process step can have these statuses, in this order:

  1. Not started
  2. Open
  3. Closed

The status affects the mode of pages to which you can jump from a card.

This table shows how the page mode is affected by status:

Status Page mode
Not started Read-only
Open Editable
Submitted or, in the case of the Intercompany Matching step if the entity-intercompany transactions have not been fully reconciled, Submitted (with Warning)
Note: This status applies only to an entity process.
 Read-only
Closed or, in the case of the Intercompany Matching step if the entity-intercompany transactions have not been fully reconciled, Closed (with Warning) Read-only

Some process steps may not have a status. For example, an entity currency change may happen only once in an entity's lifetime with no further user intervention required.

Note: Journal data for a specific context can sometimes be misaligned between the relational database and the OLAP database. This can happen because of technical issues such as data issues in the SQL server or a disconnection with OLAP when saving data. The result is an error that is displayed when you try to change the statuses of the journal processes from Open to Closed and from Submitted to Closed on the Status Monitor tab.

The journal processes include Rollover Journals, Journals, and Recurring Journals.

The error is not displayed for accounts that are configured as the Balance Sheet Profit or Loss accounts. These accounts are populated through cube rules.

Additionally, if the card that represents the Trial Balance entity process shows the Error icon, then these status changing-related scenarios happen:

  • An error is displayed if you try to change the status of the process from Open to Submitted and from Open to Closed on the Status Monitor tab.
  • On the Entity tab, the Trial Balance card does not show the Submit option. Therefore, you cannot change the status of the Trial Balance process from Open to Submitted on the card.